Set Maintenance Schedules for Assets

Overview

Preventive maintenance (PM) schedules in URBI Kore automate routine upkeep for your building equipment. Instead of relying on memory or spreadsheets, set a schedule once and URBI generates service tickets automatically before each maintenance window.

What is a Preventive Maintenance Plan?

A PM plan is a recurring schedule attached to an asset. It defines what maintenance needs to be done, how often, what checklist to follow, and who should handle it. When the due date approaches, URBI automatically creates a service ticket so the work gets assigned and tracked.

Setting Up a Maintenance Schedule

Step 1: Open the Asset

Navigate to the Assets page and click on the equipment you want to schedule maintenance for.

Step 2: Go to the Maintenance Tab

In the asset profile drawer, click the Maintenance tab.

Step 3: Create a New PM Plan

Click Schedule new PM to set up a new preventive maintenance plan.

Step 4: Choose the Cadence

Select how often maintenance should occur:

• Weekly: Every 1, 2, or more weeks

• Monthly: Every 1, 2, 3, or more months

• Quarterly: Every 3 months

• Semiannual: Every 6 months

• Annual: Once a year

• Custom: Set any interval using days, weeks, months, years, or runtime hours

Step 5: Set Auto-Generate Lead Days

Enter how many days before the due date URBI should create the service ticket. For example, setting 30 days means the ticket is generated a full month before maintenance is due, giving your team or vendor time to prepare.

Step 6: Add a Checklist

Build a maintenance checklist with individual tasks. Each checklist item can include:

• A task label (e.g., "Replace air filter")

• Whether it is required or optional

• Step-by-step instructions

• Estimated time in minutes

Checklists are included in the auto-generated service ticket so technicians know exactly what to do.

Step 7: Assign a Default Handler

Set a default assignee (a team member) or default vendor who should handle this type of maintenance. Auto-generated tickets will be pre-assigned to them.

Step 8: Save

Save the PM plan. The next due date is calculated automatically and visible on the asset card and maintenance tab.

How Auto-Generated Tickets Work

When the lead-day window is reached, URBI creates a service ticket with the asset name, checklist, assigned handler, and estimated duration. The ticket follows the normal lifecycle (To Do, In Progress, Complete).

Linking to Spare Parts

If maintenance requires specific parts, link inventory items to the asset. The Inventory tab shows associated spare parts with current stock levels, storage location, and upcoming scheduled usage.

Sensor Data and Predictive Signals

For assets with connected sensors, the Maintenance tab also shows live readings such as temperature, pressure, vibration, humidity, and runtime hours. Trends and threshold alerts help you catch issues before they become failures.

Common Maintenance Schedules

• HVAC filter change: Monthly, 7-day lead time

• Elevator inspection: Quarterly, 30-day lead time

• Fire alarm testing: Semiannual, 14-day lead time

• Roof inspection: Annual, 30-day lead time

• Generator load test: Monthly, 7-day lead time